Preserving

Data preservation consists of a series of managed activities necessary to ensure continued stability and access to data for as long as necessary. For data to be preserved, at minimum, it must be stored in a secure location, distributed across multiple locations (e.g., the 3-2-1 Rule), and saved in open file formats that will likely have the greatest utility in the future. Data preservation ensures that information remains accessible and usable over time, allowing for future research, legal compliance, institutional accountability, and historical documentation. 

Due to labor and financial costs, not all data can be preserved. When selecting data for long-term preservation, consider:

  • Funder, publisher, and institutional data retention policies
  • Legal or ethical requirements (e.g., clinical trial data)
  • Uniqueness of data and ease of reproducibility
  • Potential for reuse
  • Scientific, historical, or cultural value

Considerations

  • Review relevant funder, publisher, and institutional policies regarding data retention
  • Determine what data must be retained for contractual, legal, or regulatory purposes, and for how long
  • Determine which data and records are safe to dispose of, including the removal of sensitive information
  • Ensure your data is properly documented and stored in open file formats so that it is understandable and reusable in the future
  • Consult with a librarian to identify storage options and metadata requirements for long-term preservation

Resources